How To Follow Up on a Recommendation Letter Request

Submitting a letter of recommendation when you're applying for a new job, internship or school program is a great way to demonstrate your work ethic and character. While the first step to obtaining a letter of recommendation is to ask a professional in your network to write one for you, it's also important to send them a reminder afterward to ensure they complete the letter on time. If you recently requested a recommendation letter from someone you know, then you may benefit from learning how to follow up with them by sending a professional email. In this article, we discuss when it's appropriate to send a follow-up email, share some important details to include in your message and provide a step-by-step guide to help you get started. Related: How To Ask for a Letter of Recommendation (With Examples)

What is a follow-up to a recommendation letter request?

A follow-up to a recommendation letter is a message you can send to check in with someone who agreed to write you a letter of recommendation. Many professionals are busy, so sending a follow-up email that reminds them when your application deadline is can be helpful. Writing a follow-up message also gives you an opportunity to thank the individual for their help and make sure they have everything they need to write a strong recommendation letter for you. Related: Writing a Follow-Up Email: Tips, Template and Example

When to send a follow-up to a recommendation letter request

Send a follow-up message 10 days before your application deadline. This gives the person who agreed to write you a letter enough time to request any additional materials they may need to craft it. If you don't receive a response to your follow-up email after two or three days, consider sending a second message to check in with them. Depending on your relationship with the person, you may also choose to call or text them. Remain polite and professional during your correspondences to show that you respect their time and you're grateful for their help.

What to include in a follow-up to a recommendation letter request

While you can customize your follow-up email based on your previous request, there are some key details you may want to highlight to ensure the recipient understands what to include in the recommendation letter. Here's some important information you might want to share:

Your application deadline
A copy of your resume
A summary of the job, internship or program
The name of the organization
A statement of gratitude

How to write a follow up to a letter of recommendation request

Here are some steps you can follow to craft a professional follow-up message after you request a letter of recommendation from someone in your network:

1. Address the recipient

Start your follow-up message by using a professional greeting to address the recipient. This can help you make a polite impression. While the salutation you choose may vary depending on your relationship with the recipient, a few examples of popular greetings you can choose from include:

Dear Mr. Barrow
Hello Lindsey,
Good morning Stephan,
Hi Mrs. Jones,

After you greet your recipient, include a short introductory statement to wish them well. This can help you set a positive tone for the rest of your email. A few examples you might use include:

I hope you're doing well.
I hope you had a wonderful weekend.
I hope this email finds you well.
I hope you're having a fantastic week.

2. Explain why you're following up

In the next sentence, explain the main purpose of your email. Use clear and concise language to make sure the recipient understands why you're contacting them. Some examples of sentences you might use include:

I'm writing to you to make sure you have all the materials you need to craft the letter of recommendation you offered to submit to Lakeland University for me.
I'm wondering how the letter of recommendation you're working on for me is coming along.
I'm emailing you to follow up on the letter of recommendation you generously offered to write for me.

3. Provide important information

Remind the recipient of your application deadline and provide any other pertinent information, such as the title of the position you're applying for and the name of the organization. Then provide a brief description of the program or role. If the organization specifically asked you to include a letter of recommendation, share any instructions they provided you. You can also attach a copy of your resume and cover letter. While you might have previously shared this information, including it in your follow-up email can save the recipient time and make sure they can easily access these files.

4. Share your gratitude

Next, share your gratitude by thanking the recipient for taking the time to write you a letter of recommendation. Let them know you appreciate the gesture and that it means a lot to you. Some examples of phrases you might use to thank the recipient include:

I know you're very busy and I appreciate you taking the time to write a letter of recommendation for me.
I'm very excited about the opportunity to work for ALI Global and I want you to know how much your offer to write a letter of recommendation means to me.
Thank you again for offering to send North Greenfield College a letter of recommendation on my behalf.

5. Include a professional closing

Finally, end your follow-up message by asking if the recipient needs any additional information from you. Let them know you're happy to answer questions they may have. This can ensure they have the materials they need to craft a well-written letter of recommendation for you. Then sign off with a professional closing and your name. Some examples of popular valedictions you can use to close your follow-up email include:

Sincerely,
Best,
Thank you again,
With gratitude,
Kind regards,
Many thanks,
Respectfully,

Template of a follow-up message to a recommendation letter request

Here's a template you can customize when crafting your follow-up message: Dear [recipient's name], I hope you're doing well! I'm writing this email to follow up on the letter of recommendation you offered to write me for my application to [organization's name]. I know you're very busy and I appreciate your willingness to write a letter on my behalf. I'm attaching my resume and the description for the [job title] position I'm applying for again to make sure you have the information you need. I'd just like to remind you that the deadline for my application is [due date]. If you have questions, please don't hesitate to contact me. Thank you again and I look forward to hearing from you soon! Sincerely,
[Your name] Related: 15 Business Follow-Up Email Templates

Example of a follow-up message to a recommendation letter request

Here's an example of a professional follow-up message that you can reference while writing your own: Dear Mr. Mulberry, I hope you're doing well! I'm writing this email to follow up on the letter of recommendation you offered to write me for my application to APP Tech Inc. I know you're very busy and I appreciate your willingness to write a letter on my behalf. I'm attaching my resume and the description for the senior software engineer position I'm applying for again to make sure you have the information you need. I'd just like to remind you that the deadline for my application is January 15. If you have questions, please don't hesitate to contact me. Thank you again and I look forward to hearing from you soon! Sincerely,
Leslie Carmichael